Executive Assistant

Medicines for Malaria Venture (MMV) is a leading product development partnership (PDP) in the field of antimalarial drug research and development. Its mission is to reduce the burden of malaria in disease-endemic countries by discovering, developing, and delivering new, effective and affordable antimalarial drugs.

Over the past two decades, MMV has worked with an extensive network of donors, private and public sector partners, experts and clinical centres in endemic countries to develop an outstanding portfolio of antimalarial projects. Our portfolio is financed through funding support coming from government agencies, private and corporate foundations, international organizations, corporations, and private individuals.

It is the role of MMV’s Corporate Affairs department to support the organization’s mission through their combined business areas of communications, advocacy, and donor stewardship. It plays an instrumental role in implementing corporate strategy, ensuring seamless coordination between various stakeholders, and enhancing MMV’s impact on a global scale.

We are currently seeking, for a temporary contract from March to September 2024, an Executive Assistant within our Corporate Affairs department who will collaborate closely with key leadership figures and contribute to MMV’s mission. The position will report to the Chief Officer, Corporate Strategy and Affairs. This temporary position offers a possibility for a 90% working time.

Primary Duties and Responsibilities:

Administrative support to the Chief Officer, Corporate Strategy and Affairs and to the Corporate Affairs team

• Manage the Chief Officer’s agenda, schedule appointments, and coordinate videoconferences.
• Handle correspondence, phone calls, and monthly expense reports.
• Organize internal and external meetings, including planning and meeting preparations.
• Prepare support material for meetings and presentations.
• Assist with travel bookings and logistics related to business itinerary.
• Schedule and organize Corporate Affairs events, including monthly meetings, bi-annual retreats, and other gatherings.

Special projects

• Coordinate business-related projects, ensuring timely follow-ups and completion.
• Schedule and coordinate meetings for internal and external stakeholders.
• Draft agendas, attend meetings, take minutes, and follow up on action items.
• Manage contract renewals and set up new contracts with consultants.
• Handle invoices from consultants and vendors.

Medical team and Global Safety Board support

• Provide administrative support for the Medical team, including managing agenda and planning bi-monthly team meetings.
• Assist with internal and external meetings, safety document collection, and SharePoint maintenance.
• Support Chair in creating agendas and tracking attendees for team meetings.
• Set up Global Safety Board meetings and coordinate support documents and minutes.

Support and back-up for CEO Office

Provide administrative support to the CEO during absences of CEO’s Executive Assistant, assisting with calendar management, document support, minute-taking, and ad hoc requests.

Education and Experience

• Bachelor’s degree preferred.
• 3-5 years’ experience as a Personal Assistant or Executive Assistant
• Knowledge of the international public health sector (non-governmental organization) or work within the pharmaceutical industry a plus.

Technical Skills

• Expertise with Microsoft Word, PowerPoint, Excel, Outlook, SharePoint, video/teleconferencing applications
• Fluency in English and French (written and verbal)

Behavioural Skills

• Strong communication skills, both verbally and in writing
• Excellent organizational and time management skills
• Ability to work independently under minimal supervision
• Ability to handle confidential information reliably and discreetly
• Flexibility and ability to adapt to change

Starting date: 01st March 2024

Interested applicants should send their CV and a cover letter giving reasons for their interest in the position before 31st January 2024.

We consider individuals for employment based on their skills, abilities and experience. We thrive to attract and hire a strong, talented and diverse workforce, prohibiting discrimination based on race, colour, religious or political beliefs, age, nationality, physical, mental or developmental disability, gender, sexual orientation.

We are working in a hybrid workplace environment and would expect the selected candidate to be at the office at least two days per week. This is not a remote hire and MMV offers relocation assistance for suitable qualified candidates coming from abroad.

For more information about MMV’s activities please refer to our website www.mmv.org.

Recruitment agencies are kindly requested to refrain from submitting applications.